Coventry City Council Complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner’s Office (ICO) as a Data Controller.

This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect and use Personal Data about you

We collect and use this information to:

  • Maintain a record of children in Coventry who are known to be home educated
  • Provide advice and guidance to home educating families
  • Assist you to accessing services and facilities from other agencies that would generally be delivered via school
  • Advise and support families who request support with returning children to school or identifying a school place
  • Complete statistical returns to Local and Central Government departments
  • Improve our services

We collect and use your personal information to carry out tasks in the public interest and as a legal requirement:

  • Education Act 1996 s.7 and s.436A;
  • Department of Education Guidance “Elective Home Education” 2019

It is lawful for Coventry City Council to process such information on the basis that the processing would be necessary for the performance of a public task within the meaning of the UK GDPR and the Data Protection Act 2018, specifically necessary for “the exercise of a function conferred on a person by an enactment or rule of law”.

If we need to collect special category (sensitive) personal information, we may rely upon reasons of substantial public interest.

What information do we collect about you?

  • Name of the child(ren)
  • Gender/preferred pronouns
  • Date of Birth
  • Address of the child(ren) being home educated
  • The names and contact details of those with parental responsibility
  • Special Education needs status of the child
  • Ethnicity and language
  • School data (details of any schools attended, attendance information, unique learner number, qualifications obtained)
  • If there are any additional agencies working with the child and/or the family
  • Contact details of the person completing the form

Who we share your personal data with

We will share data with:

  • Other departments within Coventry City Council working to improve outcomes for children and young people e.g., SEND, Children’s Safeguarding
  • Family members, representative or associates of the person whose data we are processing
  • Commissioned providers or local authority services (such as education services)
  • Other Local Authorities
  • Department for Education (DfE) and other governance departments, where required
  • Schools and In-Year Fair Access panels (FAP) when a school place is required at the request of the parent or when a suitable education is not being provided and a school needs to be identified for the purpose of a School Attendance Order

How long will we keep your information?

Your information is retained securely from the date of birth of the child + 25 years.

Your rights

You have the right to:

1. Ask to see the personal information we hold about you

2 Ask us to change information we hold about you if it is wrong

3. Ask us to delete the information we hold about you

4. Ask us to limit the way we use your personal Information

5. Data portability (have your data transferred to another Authority)

6. Complain to the Information Commissioner’s Office

To exercise any of these rights please contact the Elective Home Education Team and/or email


You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Team (DPO) and request a review of the decision.

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner’s Office at:

The Information Commissioner’s Office,

Wycliffe House,

Water Lane,



SK9 5AF.

Date of last review: February 2024